Using the Approved Centre Sign-In Page on the JAUPT Website

Transcription

1 Using the Approved Centre Sign-In Page on the JAUPT Website Version 4 Date: 06 th January 2017 Page 1 of 23

2 Contents 1. Welcome 2. Logging In 3. Edit existing planned training 4. Cancel scheduled training dates 5. Updating centre details 6. Viewing course details 7. Upload scheduled training dates 1. Add Individual Dates 2. Uploading Multiple Dates 8. Quality Assurance Page 2 of 23

3 Welcome JAUPT have introduced a number of new features to the website for Approved Centres. You should have received a login user name and password. If you do not receive this within 5 working days please contact us at feedback@jaupt.org.uk. If you have any problems using any of the features after you have logged in, please us at feedback@jaupt.org.uk, and provide us with as much detail as possible in order for us to address the issue. Please attach any related files and screen shots, the URL address of where the problem occurred and the browser you are using. The system has been tested but like most things there may still be some bugs in the system. Please note some of the changes that you make via our website will not automatically update as they may require validation from your Customer Relations Coordinator. Please be aware this data is live so any changes you make may be visible once authorised. Page 3 of 23

4 2. Logging in Enter your Address (Username) and password and click Sign In : Figure 2.1 JAUPT Tip: Please ensure that your password is memorable; failure to enter your password correctly three times will mean that your account is locked out of the system. Once you have successfully signed into the JAUPT website, you should see your centre s Centre Overview page: Figure 2.2 The details displayed on the Centre Overview page refer to the details of the centre and not a specific person. These details will be public to the drivers using the JAUPT search facility if the centre has been set to publish. Page 4 of 23

5 3. Edit existing planned training If you wish to change the start and finish times, location of the training or date of the training, then this section of the user guide will explain how you can achieve this. Select the Scheduled Training Dates tab: Figure 3.1 JAUPT Tip: Please note that the training schedules are live, and therefore any amendments will take immediate on the JAUPT system and the JAUPT website. Please note that you should inform us 48 hours prior of the course date of any course amendments and/or course cancellations. A list of the training dates which have been uploaded should appear; you can sort how the dates appear within the list by using the drop-down list named Sort by. Figure 3.2 Page 5 of 23

6 Note: Closest First and Furthest First refer to the current date. In our example, the current date is the 17/03/2016, and therefore all the training dates will be organised with the dates closest to the current date being displayed toward the top of the list. The filter provides the following sorting options: Date (Closest First) Date (Furthest First) Course name (A-Z) Course name (Z-A) Changing Start and Finish Times: Select the course date which you wish to edit by clicking into the course date, it should then provide the course training date page for that current date. Figure 3.3 Once you have made the wished changes to the Start time and/or Finish time of the course, then scroll down to the bottom of the same page and then select the Save Changes Made button. Page 6 of 23

7 Changing Delivery Location, Comments and Publishing: Figure 3.4 The Additional comments and Secure access fields refer to if your centre has any security requirements when accessing the training venue e.g. will a particular person need to be contacted beforehand, or is there a gatehouse which the driver must speak to? The Delivery Location field refers to how the course will be delivered, for instance if the course is going to be delivered in a classroom based environment or within a yard. The following options can be selected: Classroom In Cab In Cab/Classroom In Yard In Yard/Classroom JAUPT Tip: You must ensure that you select the option which is applicable to your course approval. For example, if you have been approved for Classroom only then you will only be able to deliver the course as Classroom. You can make the course public on the JAUPT website to inform drivers of when you will be delivering the course. The course dates will appear underneath the course name within the course search results and on the course page for that course 1. 1 Please note that the course and centre must also be made Public. Page 7 of 23

8 Changing the Address Details, Trainer Name and Venue: You change the location of the training and the trainer who will be delivering the training by going to the following section of the training record: Figure 3.5 JAUPT Tip: Made a mistake? If you select the Cancel Changes Made button at the bottom of the page, it will cancel any amendments made to that course date and take you back to the Scheduled Training Dates page. JAUPT Tip: If you wish to change the course which is currently on a certain date, then you must cancel the original course and upload the training details again with the new course number. Page 8 of 23

9 4. Cancel scheduled training dates Note: Please note that you should inform us 48 hours prior of the course date of any course amendments and/or course cancellations. JAUPT appreciate that this may not always be possible, however, informing us of cancellations and additional training dates does form part of your centre approval. Cancelling Multiple Training Dates: If you wish to cancel multiple course dates then select the dates you wish to cancel from the course dates list and then select the Cancel selected button as seen below: Figure 4.1 These dates will then be removed from the view and changed to Cancelled on the JAUPT database. Cancel a Single Date: If you wish to cancel a single training date, then you will need to open the course date and then select the Cancel This Training button. Page 9 of 23

10 5. Updating Centre Details There a number of changes which can make to the details of your centre, this includes: Centre Name Centre Contact Details 2 Primary/Responsible Contact Details Correspondence Address Registered Address (if applicable) Companies House Number (if applicable) Addition of centre administration users and trainers To edit your centre details, go to the Centre Overview page, and then select the Edit Centre Details button: Figure 5.1 JAUPT Tip: Please ensure that your centre details are updated regularly, and the information entered through the JAUPT website is correct. Please note that any amendments to the primary or responsible contact details should be updated as soon as possible. It is your responsibility to ensure that your records are accurate and up to date. The details highlighted with the blue box indicate the centre contact details which we would be publicly viewable to drivers if your centre were to be published. 2 The Centre Contact Details are the details which correspond to the centre itself, and not a specific person. These details will be public to drivers if you wish for your centre to be published to the JAUPT website. Page 10 of 23

11 Any fields which have been highlighted with a green recycle symbol require approval from your Customer Relations Coordinator; if the change has been approved then you will receive a confirmation stating that the change has been accepted. On the other hand, if the change has been rejected by your Customer Relations Coordinator, another will be issued with comments about why the change was rejected. Figure 5.2 Once you have made the desired changes then simply select the Save button at the bottom of the page, any undesired changes can be cancelled by selecting the Cancel button at the bottom of the page. Please that once changes have been made to fields which do not require approval, then will immediately be altered on the JAUPT s internal records. Adding Centre Administration Users: You can add a number of different administrator users to the JAUPT website; these users will only have read-only access to some of the centre details and will only be upload training schedules through the JAUPT website. JAUPT Tip: We recommend that you keep a record of who has access to your centre page on the JAUPT website, and remove any users as soon as possible if they no longer require access. Page 11 of 23

12 To add users, click on the Add New Centre Admin on the Centre Overview page: Figure 5.3 Once you have added the details for the user, then select the Submit button. An should automatically be sent to the address of that user, requesting the user to create a password for their account. Figure 5.4 Please note the password must meet the following security requirements: 1. It must be at least 8 characters in length 2. It must contain at least one uppercase letter 3. It must be alphanumeric (numbers and letters) Managing Existing Centre Administration Users: In this section, I will explain how to unlock users which may have locked themselves out of their account, and how to delete a user from the JAUPT website. The Centre Overview page will have a section called Centre admins, if you wish to delete a centre admin or unlock their account, then simply select their name from the list: Page 12 of 23

13 Figure 5.5 To delete a centre admin user, then select the Delete button. On the other hand, if you need to unlock a user, then simply select the Unlock button. Figure 5.6 Adding/Removing Trainers: You can now record which trainers you currently have registered with your centre, and their applicable qualifications and/or experience 3. 3 The Trainers section is currently only for informational purposes. Page 13 of 23

14 To add trainers, click on the Trainers tab and then select Add New Trainer: Figure 5.7 You will be able to add the following information for each trainer: Full Name address Qualifications and/or Experience Please note that the trainer s details are never publicly published. Once you have entered the trainer s details, select the Save button at the bottom of the page. You can remove a trainer by using the Delete button. Page 14 of 23

15 6. Viewing course details You can view the details of any approved courses you may have under the Course Overview section, the course details which can be viewed through the JAUPT website include the following: Course Name Expiry Date Trainer/Driver Ratio* Course Objectives/Description* Subject Areas Modules (if applicable) Scheduled Dates* 4 The Course Overview section will provide a list of all your currently approved courses, to edit a course, and then select the course title from the list seen below: Figure Fields marked with asterisk (*) are editable. Page 15 of 23

16 To edit your cours details, select the Edit button as seen below: Figure 6.2 You should then be provided with an Edit Course page which enables you to edit the course description/objectives, trainer/driver ratio and if you wish for the course to be published. Page 16 of 23

17 Figure 6.3 Once you have made the changes that you wish to make, then select the Save button. 7. Upload training schedules Note: : If you are splitting a 7-hour course into two 3.5 hour parts then you must upload two individual dates of 3.5 hours, similarly, if you split a 14-hour course into two separate 7 hour days, then you will need to upload two individual dates of 7 hours, or alternatively, 4 different days of 3.5 hours. The consecutive day of the course must run within 24 hours of the previous day ending. This also applies to courses running overnight, we must hold a record for the start day and the completion day, for example Record 1 would state 01/02/2017 Start Time: 22:00 End Time 00:00 Record 2 may state 02/02/2017 Start Time: 00:00 End Time: 06:00. Uploading Individual Dates: To upload an individual date, go to the Scheduled Training Dates tab and select the Add Individual Date button. Figure 7.1 Page 17 of 23

18 From here, you will able to add training date to a specific course and consortium member (if applicable). Figure 7.2 JAUPT Tip: We strongly advise you to use this way of uploading courses if you have between 1 5 courses to do at a time, this is to prevent receiving multiple errors on the uploading multiple dates spreadsheet. Using this feature initially will get you used to using the site, and it will help you to enter the details we need in the correct format. Once you have made the desired changes; then press the Save Changes Made button at the bottom page. Uploading multiple dates: It is very important that you follow the instructions below for uploading multiple planned training dates carefully. You MUST NOT use the old spreadsheet that you supplied JAUPT with on a monthly basis. DO NOT add or delete columns to the spreadsheet you download from the site. CHECK that you have entered the dates in the format required. ENSURE that the postcode details have been entered using a space. The delivery location column should indicate if the course will be delivered in a Classroom, In-Cab or Yard (depending on your approval) this is particularly important for modular courses. To upload multiple training dates use the bulk upload facility, it is important that you follow these steps carefully to ensure that your data is correctly transferred and that errors do not occur. Click on this link to download a template file (note: you need to be logged in to the website to do this). Page 18 of 23

19 Figure 7.3 Once you have downloaded this file you can save it and reuse it, and keep all of your training dates in one document. In order to upload your training dates you will need to complete the spreadsheet with details of the courses that you have planned as follows: PLEASE DO NOT ADD OR DELETE ANY ADDITIONAL COLUMNS TO THE SPREADSHEET THIS WILL CAUSE ERRORS ON UPLOAD Column A Centre No: This is a required field for each row and should be entered in upper case (with capital letters) e.g. AC99999 Column B Centre Name: This is a required field for each row, please make sure this is exactly the same as the name on your centre approval documentation e.g. You may have told us you wanted to be approved as JAUPT instead of the Joint Approvals Unit for Periodic Training. Column C Course Number: This is a required field and should be entered in upper case with no spaces e.g. CRS999/99999 Column D Course Name: This is a required field for each row Column E Course Date: This is a required field for each row and needs to be entered in the exactly this format dd/mm/yyyy (e.g. 13/11/2015) Column F Start Time: This is a required field for each row. This field must be entered in a 24 hour clock format. E.g. 18:00 for 6pm or 09:00 for 9am Column G Finish Time: This is a required field for each row. This field must be entered in a 24 hour clock format. E.g. 18:00 for 6pm or 09:00 for 9am Column H Trainer: This is an optional field Column I Training Venue Name: This is an optional field Column J Address Line 1: This is a required field for each row Column K Address Line 2: This is an optional field Column L City: This is a required field for each row Column M Postcode: This is a required field for each row. You need to enter a space between the first and second parts of the postcode. E.g. MK12 5NW Page 19 of 23

20 Column N Secure Access: This is an optional field. If the training venue has any specific access requirements that your attendees need to know about, add them in this field. Column O Delivery Location: This is an optional field Column P Additional comments: This is an optional field Column Q Publish: This is an optional field, and is used to determine if you wish for the course date to be published to the JAUPT website. Saving your spreadsheet: Please DO NOT change the file type of the spreadsheet the system will ONLY accept Excel files with the extension.xlsx or.xls Once your spreadsheet contains the training dates that you want to upload browse to and click the Choose File button to select the spreadsheet that you wish to upload. When you have selected the file, click the Upload Dates button to add your training schedule to the website. Figure 7.4 You will be notified of any errors or if the upload was successful. Training Date Receipts: Note: You must keep the training date upload receipts for auditing purposes, and to be able to provide evidence that you did cancel a course training date or upload training dates. JAUPT Tip: All training date upload receipts will be sent to the nominated Primary Contact and Responsible Contact of the account, therefore you wish for the s not to be sent to yourself or moved to a separate folder, and then we would suggest creating a redirect rule within your client. Page 20 of 23

21 The receipt will be sent from please ensure that any s from this address are not marked as Junk/Spam. The will be produced upon cancellations, additional training dates and amendments made to training dates. An example of the can be found below: What if it didn t work? Figure 7.5 There are two types of upload failure that can occur with the system. If your spreadsheet is in the wrong format (for example you have deleted a column that contains a required field) then none of the records that you have uploaded will be added to the website. If however, the spreadsheet is in the correct format, but you have just made an error in an individual cell then an error message will be displayed telling you what you have done wrong. In this case you just need to correct the error in that cell, save your spreadsheet and upload it again. The system has been designed to remove duplicate entries automatically, so you can re-upload a corrected spreadsheet without needing to delete the rows that were successfully added to the on initial upload. 8. Quality Assurance The Quality Assurance tab provides a list of all the centre and course audits which were have been conducted on your centre since the date it was first conceived. The Centres and Courses tab provide a list of all the centre/course audits and their corresponding reports, the reports are sorted by date in chronological order, starting with the earliest and continuing until the latest report. The date above the report refers to the date of the audit. Figure 8.1 illustrates this: Page 21 of 23

22 Figure 8.1 Within the report, you will notice that there are four different sections of the report: Executive Summary, Report Observations, Advisory Notices and Continuous Improvements. Executive Summary: This section contains a general summary of the audit; it may contain details such as the date of the audit, who the auditor spoke to during the visit, as well as, general comments regarding the centre s hospitability during the audit. Report Observations: This section is a more detailed summary of the audit, it will contain the auditor s thoughts on the centre and its processes, and which areas require improvement. This section contains the auditor s feedback on what was what observed during the visit. Advisory Notices: These are points raised by the auditor which require the centre to provide feedback on, for example, you may need to confirm or provide evidence of an improved attendance register which documents all the required information. Continuous Improvements: These are points raised by the auditor which do not require feedback, but should be implemented to improve the quality of the training which you provide and to ensure that the current processes being used are robust to manage the different aspects of DCPC training. Printing the report: You can print the auditor by using the Print button located at the bottom of the audit report. Note: All audit reports will now be uploaded to the JAUPT website, and will not be issued by as before. You will only receive a notification us to inform you that an audit report has been added to the JAUPT website and is able to view. Page 22 of 23

23 Figure 8.2 The Quality Assurance button will take you back to the Quality Assurance tab. Page 23 of 23